Responsive Repairs and Void Maintenance Services Birmingham

Responsive Repairs and Void Maintenance Services Birmingham

Midland Heart would like to invite tenders from suitably qualified/experienced companies for the provision of a comprehensive directly delivered responsive repairs and voids maintenance service for its portfolio of properties managed from the Coventry base.

United Kingdom-Birmingham: Repair and maintenance services

2013/S 134-231348

Contract notice

Works

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

WMCOE – Midland Heart
20 Bath Row
For the attention of: Ami Keilah
B15 1LZ Birmingham
UNITED KINGDOM
Telephone: +44 8458501020
E-mail: ami.keilah@midlandheart.org.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Responsive Repairs and Void Maintenance Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Works
Realisation, by whatever means of work, corresponding to the requirements specified by the contracting authorities
Main site or location of works, place of delivery or of performance: Eastern edge of Birmingham, Coventry, Nottingham, Leicester and south down to Milton Keynes.
Further sites might be added at the ITT stage.
NUTS code UKG

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Midland Heart would like to invite tenders from suitably qualified/experienced companies for the provision of a comprehensive directly delivered responsive repairs and voids maintenance service for its portfolio of properties managed from the Coventry base.
Midland Heart currently operates in 54 local authority areas, providing and maintaining homes for more than 70 000 people, managing over 31 000 properties. The geographical region for this contract stretches from the eastern edge of Birmingham beyond Coventry and encompassing property in Nottingham, Leicester and further south down to Milton Keynes.
Within the first lot there are approximately 6 000 units in the region generating in the order of 13 000 repairs orders and 350 voids.
In the second lot there are approximately 8 500 units within the geographical region of central and south Birmingham which generates an order of 30 000 repairs orders and 550 voids per annum. (This lot is awaiting an internal decision and may be withdrawn further down the process suppliers will be notified it this is the case.)
Parties interested in both lots will be required to submit a tender submission for each lot individually and a separate combined submission for both lots. There will be no obligation to bid for both lots and it will be acceptable for parties to identify which lot they have an interest in and provide a submission for that lot alone.
The contract will be let for an initial period of 5 years, with an option to extend (based on acceptable performance) for up to a further 5 years, in yearly increments.
The service will comprise of a day-to-day non-emergency and emergency responsive repairs and void maintenance call out of work to be carried out to occupied and non-occupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial property. Note: where there are hard landscaping issues such as repairs to paths, fencing etc. the general responsive repairs contractor may be used.
The contractor(s) will be required to provide a customer focussed service and show commitment to providing effective services that provide value for money to the authority and its residents and must be responsive to achieve collaborative working practices, innovation and continuous improvement. The contractor(s) will be required to operate a 100 % repairs by appointment slot system with appointments being made by the contractor once the job is notified via interface to the contractor. The contractor(s) must show a commitment to maintaining & improving the authorities excellent performance in relation to customer satisfaction, best value and other local performance indicators, the Authority will require the contractor(s) to provide dedicated staff to deal with the day-to-day operations of the contract and employ predominately local and preferably directly employed labour to carry out the work.
The Contractor(s) will also be required to provide, maintain the use of modern, up –to-date ICT technology and business systems for the end to end management and delivery of the contract service, including a suitable and compatible direct IT link in to order to interface with the Authority’s Northgate repairs system.
Applicants are advised that TUPE will apply to the contract and there is no guarantee of work for this contract.
II.1.6)Common procurement vocabulary (CPV)

50000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Suppliers must meet the minimum requirement criteria of Financial Standing, Insurance Levels (Employers liability 5 000 000 GBP, Public/Product liability 5 000 000 GBP, Professional Indemnity 1 000 000 GBP) including Contractors Risk Policy, Policy and Quality and industry related accreditations as stated in the PQQ.
Suppliers turnover must be at least four times greater than or equal to the total value of this contract or applicable lot(s) that you put in a bid for (i.e. the value of this contract or lot(s) must not equate to more than 25 % of the suppliers annual turnover) to be successful in the PQQ.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Responsive Repairs and Void Maintenance Services.

1)Short description

Midland Heart would like to invite tenders from suitably qualified/experienced companies for the provision of a comprehensive directly delivered responsive repairs and voids maintenance service for its portfolio of properties managed from the Coventry base.
Midland Heart currently operates in 54 local authority areas, providing and maintaining homes for more than 70 000 people, managing over 31 000 properties. The geographical region for this contract stretches from the eastern edge of Birmingham beyond Coventry and encompassing property in Nottingham, Leicester and further south down to Milton Keynes.
Within the first lot there are approximately 6 000 units in the region generating in the order of 13 000 repairs orders and 350 voids.
Parties interested in both lot 1 and lot 2 will be required to submit a tender submission for each lot individually and a separate combined submission for both lots. There will be no obligation to bid for both lots and it will be acceptable for parties to identify which lot they have an interest in and provide a submission for that lot alone.
The contract will be let for an initial period of 5 years, with an option to extend (based on acceptable performance) for up to a further 5 years, in yearly increments.
The service will comprise of a day-to-day non emergency and emergency responsive repairs and void maintenance call out of work to be carried out to occupied and non occupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial property. Note: where there are hard landscaping issues such as repairs to paths, fencing etc the general responsive repairs contractor may be used.
The contractor(s) will be required to provide a customer focussed service and show commitment to providing effective services that provide value for money to the authority and its residents and must be responsive to achieve collaborative working practices, innovation and continuous improvement. The contractor(s) will be required to operate a 100 % repairs by appointment slot system with appointments being made by the contractor once the job is notified via interface to the contractor. The contractor(s) must show a commitment to maintaining and improving the authorities excellent performance in relation to customer satisfaction, best value and other local performance indicators, the Authority will require the contractor(s) to provide dedicated staff to deal with the day-to-day operations of the contract and employ predominately local and preferably directly employed labour to carry out the work.
The Contractor(s) will also be required to provide, maintain the use of modern, up-to-date ICT technology and business systems for the end to end management and delivery of the contract service, including a suitable and compatible direct IT link in to order to interface with the Authority’s Northgate repairs system.
Applicants are advised that TUPE will apply to the contract and there is no guarantee of work for this contract.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Suppliers must meet the minimum requirement criteria of Financial Standing, Insurance levels (Employers liability 5 000 000 GBP, Public/Product 5 000 000 GBP and Professional Indemnity 1 000 000 GBP) this is to include also a Contractors All Risk policy, Policy and Quality and Industry related accreditations as stated in the PQQ.
Suppliers turnover must be at least four times greater than or equal to the total value of this contract or applicable the lot(s) that they wish to bid for (i.e. the value of this contract or lot(s) must not equate to more than 25 % of the suppliers annual turnover) to be successful in the PQQ.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Lot No: 2 Lot title: Responsive Repairs and Void Maintenance Services.

1)Short description

Midland Heart would like to invite tenders from suitably qualified/experienced companies for the provision of a comprehensive directly delivered responsive repairs and voids maintenance service for its portfolio of properties managed from the Coventry base.
Midland Heart currently operates in 54 local authority areas, providing and maintaining homes for more than 70 000 people, managing over 31 000 properties. The geographical region for this contract stretches from the eastern edge of Birmingham beyond Coventry and encompassing property in Nottingham, Leicester and further south down to Milton Keynes.
In the second lot there are approximately 8 500 units within the geographical region of central and south Birmingham which generates an order of 30 000 repairs orders and 550 voids per annum. (This lot is awaiting an internal decision and may be withdrawn further down the process suppliers will be notified it this is the case.)
Parties interested in both lot 1 and lot 2 will be required to submit a tender submission for each lot individually and a separate combined submission for both lots. There will be no obligation to bid for both lots and it will be acceptable for parties to identify which lot they have an interest in and provide a submission for that lot alone.
The contract will be let for an initial period of 5 years, with an option to extend (based on acceptable performance) for up to a further 5 years, in yearly increments.
The service will comprise of a day-to-day non emergency and emergency responsive repairs and void maintenance call out of work to be carried out to occupied and non occupied general needs, sheltered and supported residential properties, garages, communal facilities and commercial property. Note: where there are hard landscaping issues such as repairs to paths, fencing etc the general responsive repairs contractor may be used.
The contractor (s) will be required to provide a customer focussed service and show commitment to providing effective services that provide value for money to the authority and its residents and must be responsive to achieve collaborative working practices, innovation and continuous improvement. The contractor(s) will be required to operate a 100 % repairs by appointment slot system with appointments being made by the contractor once the job is notified via interface to the contractor. The contractor(s) must show a commitment to maintaining and improving the authorities excellent performance in relation to customer satisfaction, best value and other local performance indicators, the Authority will require the contractor(s) to provide dedicated staff to deal with the day-to-day operations of the contract and employ predominately local and preferably directly employed labour to carry out the work.
The Contractor(s) will also be required to provide, maintain the use of modern, up-to-date ICT technology and business systems for the end to end management and delivery of the contract service, including a suitable and compatible direct IT link in to order to interface with the Authority’s Northgate repairs system.
Applicants are advised that TUPE will apply to the contract and there is no guarantee of work for this contract.
2)Common procurement vocabulary (CPV)

50000000

3)Quantity or scope

Suppliers must meet the minimum requirement criteria of Financial Standing, Insurance Levels (Employers Liability £5million, Public/Product 5 000 000 GBP, Professional Indemnity 1 000 000 GBP) including also a Contractors All Risk Policy, Policy and Quality and industry related accreditations as stated in the PQQ.
Suppliers turnover must be at least four times greater than or equal to the total value of this contract or the applicable lot(s) they wish to submit a bid for (i.e. the value of this contract or lot(s) must not equate to more than 25 % of the suppliers annual turnover) to be successful in the PQQ.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)
5)Additional information about lots

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms are a standard 30 days.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: KPI’s and SLA’s as described in the ITT.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Suppliers Instructions How to Express Interest in this Tender:
1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://iewm.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ/ITT into your “My PQQs/My ITTs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking “Buyer Attachments” in the “PQQ/ITT Details” box.
3. Responding to the tender – Click “My Response” under “PQQ/ITT Details”, you can choose to “Create Response” or to “Decline to Respond” (please give a reason if declining) – You can now use the “Messages” function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Suppliers turnover must be at least four times greater than or equal to the total value of this contract or applicable lot(s) you submit a bid for (i.e. the value of this contract or lot(s) must not equate to more than 25 % of the suppliers annual turnover) to be successful in this PQQ.
The estimated value of lot 1 is 2 700 000 and for lot 2 is 6 500 000 GBP. These figures are indicative and maybe subject to change at the ITT stage.
Minimum level(s) of standards possibly required: Suppliers must meet minimum financial and insurance levels as stipulated in the PQQ.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Suppliers must complete all mandatory sections in the PQQ and ITT via the e-tendering portal for consideration of this contract (this includes all attached appendices).
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

9.8.2013 – 16:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 1.4.2024 if contract is carried out for its full advertised period of 10 years (including any extension periods) based on acceptable performance.
VI.2)Information about European Union funds
VI.3)Additional information

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:9.7.2013